Migrating Your Emc Sourceone Email Archive

SOLUTION BRIEFPoint. Click. Migrate.MIGRATING YOUR EMC SOURCEONE EMAIL ARCHIVEObsolete Email Archives Pose a Regulatory and Legal RiskAs far back as the late 1990’s, organizations began to realize the need toincorporate email archiving capability into their data management processes,mostly because of the tightening U.S. regulatory landscape as well as moreprescriptive Discovery requirements.Archive 2-Anywhere Benefits Quick deployment, fastinstallationMany of the original email archiving manufacturers have gone out ofbusiness, been purchased, dropped support of their email archivingsolutions, or decided to move away from their original solutions. Others, likeEMC, have continued to fix bugs and support their SourceOne Email Archive butnot add any additional features. High performance extraction Full data fidelity restorationincluding folder structure Industry leading performanceThe problem many SourceOne email archiving customers have begun torecognize is that the SourceOne email archive is expensive to operate andmaintain and doesn’t offer any additional new capability not already available inthe newer versions of Microsoft Exchange or in less expensive cloud-based emailarchiving solutions. Compliance with regulatory /eDiscovery requirements Stop paying for annualsupport of old email archiveSHOULD I MIGRATE THE EXISTING SOURCEONE ARCHIVEDDATA?Many organizations have made the decision to move their current SourceOneemail archiving content to the more powerful Exchange 2010/2013, or to a cloudbased email archive. The main question these organizations are faced with is:“Should we migrate our existing SourceOne email archive to the new solution or dowe leave the existing archived email in the SourceOne archive and wait for it to agebeyond any current retention periods?”The answer to that question is dependent on the answers to two additionalquestions 1. Could there be content in the SourceOne archive that is subject toregulatory retention or eDiscovery requirements?2. Does the SourceOne email archive contain content that has value to theorganization?archive360.com1

SOLUTION BRIEFPoint. Click. Migrate.WHERE SHOULD I MIGRATE THE ARCHIVED DATA TO?Many organizations have some form of regulatory retention requirements, usually tied to specific industries like bankingand healthcare. But what many don’t consider is that most companies have regulatory retention requirements tied toemployment laws, Sarbanes-Oxley (SOX), and many others. All regulatory retention requirements now include email andattachments as information considered a record and subject to regulatory retention.If the answer to either question above is “Yes,” then archived email should be migrated to another repository and bemanaged and made available for reuse and reference. The main benefits of migrating your SourceOne email archive insteadof letting it “age” include:1. Lower cost to migrate it now versus incurring the cost of ongoing SourceOne maintenance and management.2. Lower cost, when responding to an eDiscovery or regulatory information request, to search one repository instead oftwo (the new repository and the SourceOne archive).3. Lower risk of mistakes when searching one repository versus two when responding to eDiscovery or regulatoryinformation requests.The bottom line is that it will be less costly to migrate the entire SourceOne archive to the new solution now versus waitinguntil an emergency arises.WHAT SOURCEONE DATA SHOULD I MIGRATE?When planning your SourceOne email archive migration, a thorough understanding of the archived content (metadata,revisions, duplicates, date ranges, etc.) along with any regulatory or legal responsibilities that might pertain to the data iskey to reducing risk of non-compliance or litigation-based destruction of evidence.In the past, some customers that were planning to move away from their email archive simply stopped archiving email on aspecific date with the intention of keeping it around until retention periods had been met. Others have migrated the entireSourceOne archive (including duplicates and document revisions) in the form of individual PSTs onto employee file sharesand quickly forgot about them. None of these strategies takes into account the actual value or legal repercussions of thearchived content.With the rising popularity of cloud-based email archiving solutions such as Microsoft’s Office 365 with its hosted ExchangeOnline capability and Gmail with Google Vault, organizations have a choice of powerful cloud archiving platforms tomigrate their obsolete SourceOne email archives to. In fact, organizations are moving to the cloud to simplify theiradministration, control costs, and ensure their employees have easy access to their archived email from anywhere.For example, many cloud providers offer enhanced malware and spam protection, data loss prevention (DLP) capabilitiesto prevent users from inadvertently leaking sensitive information, huge or unlimited archive mailboxes (with certainsubscription plans), information retention/disposition management for regulatory requirements, and eDiscoverycapabilities like legal hold and eDiscovery search.archive360.com2

SOLUTION BRIEFPoint. Click. Migrate.ARCHIVE 2-ANYWHERE SOURCEONE EDITIONArchive 2-Anywhere SourceOne Edition is the next generation email archive migration solution designed specifically towork with the EMC SourceOne email archive platform. Archive 2-Anywhere is fully compatible with all capabilities andrequirements of the SourceOne email archive to ensure complete, forensically defensible data migrations directly intoMicrosoft Exchange personal archives, Office 365, Gmail with Google Vault, 3rd party email archives, PST containers and EMLor MSG formats.HOW DOES IT WORK?Archive 2-Anywhere SourceOne Edition is a high performance software application which extracts complete data setsfrom EMC SourceOne and migrates it directly into any number of new data repositories in a forensically sound mannerretaining all metadata and chain of custody. Archive 2-Anywhere is written to work at the object level and does NOTrely on SourceOne API’s. This avoids the problems associated with poor data extraction APIs - which have proven to beinconsistent, slow and provide no reconciliation reporting. Archive 2-Anywhere works with all versions of SourceOne andcan be installed in the existing SourceOne infrastructure or in its own physical or virtualized environment.SourceOne ArchiveSQL MetadataS1 APIsArchive VolumesArchive 2-AnywhereMigration ServerExtraction EngineManagement &Reconciliation EngineExtractionReconciliationPSTFigure 1: SourceOne Email Archive Migrationarchive360.com2

SOLUTION BRIEFPoint. Click. Migrate.SOLVING THE STUB PROBLEMLike many email archiving solutions, SourceOne provides the ability to manage email box sizes by removing email messagesand/or attachments from the user’s Exchange mailbox and moving them to the SourceOne archive while keeping themaccessible to end-users by leaving a point (or stub) behind pointing at the email message in the SourceOne archive.Over time this capability can create hundreds of thousands or millions of stubs in Exchange mailboxes pointing at messagesin the SourceOne archive. In most cases the end-user cannot tell which mailbox line items are stubs and which ones are“whole” messages. When it comes time to migrate your SourceOne archive, this stubbing feature creates several problems.Stub Finder enables you to query your Exchange servers to determine the total number of archived emails on thesystem, the number of emails in each mailbox, the total number of stubs on the server, and the number of stubs in eachuser’s mailbox. This unique reporting capability sets the stage for the next process in migrating an SourceOne archive.Stub Rehydration combines two related processes to systematically match message stubs in Exchange with archivedmessages in the SourceOne archive. The first process matches up each stubbed (pointer) message in Exchange with theoriginal message in the SourceOne archive. The second process includes the in-place restoration (or rehydrating) of theExchange message stub with the original archived message, thus producing forensically complete messages and originalfolder paths. The original archived message with complete original folder structure can then be written to the newrepository. Without this second step, the Exchange server would be a mess.Message StubsStub ReHydrationTMMessage, stub and metadataare recombined Complete metadata Forensically sound Chain of custodySourceOne ArchiveMessagesFigure 2: Recombining message stubs (shortcuts) with the archived emailarchive360.com3

SOLUTION BRIEFPoint. Click. Migrate.System RequirementsWindows 2008 R2 Standard / Enterprise 64bitApplication / Migration Server CPU: 16 cores RAM: 16 GB of RAM Application HDD: 40 GB Archive Disk Storage: Archive grade or better (SATA, SAN orNAS)Software Requirements Microsoft Outlook 2007 / 2010 / 2013 32-bit Microsoft .NET Framework 4.5 Disable User Account Control (UAC)Microsoft SQL 2005 / 2008 Standard or EnterpriseMicrosoft SQL Server CPU: 8 cores RAM: 16 GB of RAM Disk Storage: Medium performance grade (SATA or SAN) NOTE: The Archive 2-Anywhere database can reside on thesame SQL server where the SourceOne database resides. Analternate SQL server can also be used.More InformationVisit our websiteAbout Archive360Archive360 provides next generation software tools for email archive migrations. As an IndependentSoftware Vendor (ISV) we work directly with customers and a global network of specialist partners.Archive360 solutions are designed to handle the most demanding archive migration projects in theworld. We’re committed to protecting your email records for every business, regulatory and enduser requirement, with complete chain of custody reporting. Whether you’re migrating your data toa new on-premise archive or into a cloud solution, our products are engineered to cope with highlycomplex migrations and high volumes.Archive360 Global Headquarters1730 Park Street, Suite 124Naperville, IL 60563 USA 1 (630) 358-4448info@archive360.comRegional Office - EMEA 44 (0) 118 328 2069 Copyright 2015 Archive360, Inc.Archive360 believes the information in this document is accurate as of its publicationdate. The information is subject to change without notice. Archive360, Archive2-Anywhere, Stub Finder and Stub Rehydration are trademarks of Archive360, Inc.archive360.comPoint. Click. Migrate.4

user requirement, with complete chain of custody reporting. Whether you're migrating your data to a new on-premise archive or into a cloud solution, our products are engineered to cope with highly complex migrations and high volumes. Archive360 Global Headquarters Regional Office - EMEA 1730 Park Street, Suite 124 44 (0) 118 328 2069